Change an Invoice After You Sent It

You Billed the Wrong Number

It happens. The job grew, you quoted from the template and forgot the second lock, or you fat-fingered a price. Once an invoice is sent, KeyBolt won't let you quietly edit the amounts, because an invoice is a record and silently rewriting one is how disputes get ugly.

Instead there's one button that does the right thing depending on the situation.

Editing the Amount

1. Open the invoice from the Invoices page.
2. Tap Edit amount. (It shows on invoices that came from a job and haven't been paid off and closed out.)
3. Enter what the bill should be.
4. KeyBolt tells you what it's about to do, in plain English, before you confirm.

What KeyBolt Does, and Why

You don't pick the method. KeyBolt picks it from whether the customer has paid yet and whether the number went up or down:

• Not paid yet. The unpaid bill is cancelled and a corrected one is sent. Clean, and the customer only ever pays once.
• Already paid, and the price went up. A second bill for the difference is sent. Their original payment stands.
• Already paid, and the price went down. A credit memo is recorded. This does not automatically refund their card. If they're owed money back, refund it from your Stripe dashboard.

Voiding Instead

If the invoice shouldn't exist at all (wrong customer, duplicate, job cancelled), Void it from the invoice's detail panel on a computer and give a reason. Voided invoices stay in your records, marked void, rather than disappearing.

To reduce a balance without cancelling the bill, use a credit memo instead.

Who Can Do This

Voiding and adjusting invoices is limited to owners, managers, dispatchers, and bookkeepers. A tech can send the bill for the job they finished, but can't go back and change one.

Related

• Issue credit memos
• Record partial payments